Communications expert Juliet Moran from TelephoneSystems.Cloud has put together her tips to ensure businesses give customers all the details they may need.
She advises careful management of phone systems, setting up messages in advance and not leaving them until the last minute and facing potential issues.
Juliet also stresses the importance of including all the details customers or prospective customers need to reach you during the holidays or as soon as you‘re back at work, and a way of contacting you in case of an emergency.
Juliet Moran from TelephoneSystems.Cloud said: “Many businesses close down between Christmas and the New Year, but it’s still important to make sure out of office phone messages and emails are set up.
“Doing them in advance means there are no last minute panics - especially with your telephone system. Making sure you include all the relevant information is key. Dates you’re shut from and when you reopen are the most important as well as details on how to reach you if it’s an emergency.
“With digital phone systems this is relatively straightforward to do and your provider will be able to assist so everything is set up and you can enjoy your festive break.”
Here are TelephoneSystems.Cloud tips on setting up phone and email out of office:
Top Tips for your phone system holiday messages
Set up in advance
Make sure you set up your Christmas phone message in advance. Leaving it to the last minute may mean your phone provider is unable to get it up and running in time.
Auto-attendant
Think about using an auto-attendant. This means you’ll have a standard message about holiday closures, and then the chance for the caller to select an option for help. This can be redirected to a mobile phone or specific user.
Convert messages
Consider using the voicemail feature on your phone system to allow customers to leave a message which can be converted into an audio email. This can then be picked up by one of your team members.
Closure dates
Make sure you include all the information customers may need, both on phone messages and email out of offices. Make sure you include the dates when you’re closed and the date and time you‘re back at work.
Additional information
Add some helpful information - direct them to a website where they can find out more information or to a particular web page that may show emergency contact details or have handy details about how to fix an issue.
Add a holiday greeting
Don’t forget to add a holiday greeting to any out of office - but keep it professional.
Written on 10/12/2024 by Juliet Moran
As the Technical Director at TelephoneSystems.cloud and an MSc in Computing, I bring over 27 years of extensive experience in cloud technology. As a woman in the tech industry, I am committed to paving the way for the next generation, demonstrating that innovation in technology should be inclusive of both women and men. My goal is to inspire and empower future generations to actively contribute to the advancement of technology regardless of gender. About Juliet
